Facilities - General Usage Guidelines · Celebrations, Retirement, Wedding Receptions, Funeral...

Facilities Usage Guidelines

129 W. Hutchison

San Marcos, TX 78666

Telephone (512) 392-6001

Facsimile (512) 392-8001

G:\Facility Use\Facility Use Guideline Booklet.doc of 13


FACILITY USAGE

1. Requests for facility usage or rental should be made in writing ninety (90) days prior to

the event or earlier if possible. Forms are available in the church office.

2. Once the application has been approved, the usage fee shall be required at that time to

reserve the event on the master calendar. There is a charge of $25.00 if the event is not

canceled at least thirty (30) days prior to the event.

3. Applications are to be filled out by the responsible party. The responsible party is the

only one who can secure a key. The key will be available one working day before the

function and arrangements of returning the key must be made at this time.

4. The facilities of FUMC San Marcos are available to serve its members and this

community, to the honor of God. We pray that you will use them wisely and preserve

them for the use of others.

5. Our church facilities are not available to individuals or businesses who will make a profit

as a direct result of using our physical plant. (Fundraising activities by non-profit

organizations, of course, are acceptable.)

Occasionally, and upon request, FUMC will extend an invitation to community service

organizations to use our facilities on an on-going basis. In such cases, the organization must

understand that the church reserves the right to rescind that invitation when the space becomes

needed for the church's own programming. In such instances, the church agrees to at least 30

days notice in order to allow the organization time to secure another meeting place. Of course,

in the event of misuse of church property, no prior notice will be given before canceling

meeting privileges.

The church's allowing an outside group to use its facilities DOES NOT imply sponsorship nor

endorsement of that group or its policies and activities except by specific resolution of the

Administrative Board. Any outside group using the church's facilities MAY NOT in its

advertisements or other promotions state or imply sponsorship or endorsement by the church of

its activity or policy except by specific resolution of the Administrative Board.


FEE SCHEDULE

To qualify as a Member of First United Methodist Church San Marcos you must be an active

and supporting member of the FUMCSM congregation for at least one year.

Non – Members are generally classified as any one person/organization not an active and

supporting member of First United Methodist Church of San Marcos or a new member that has

been with us less than one year.

Facility Capacity Non Member Member Custodial Fee

Sanctuary 400 Maximum

Purposes: Wedding $400.00 $0.00 $150.00

Funeral $200.00 $0.00 $TBD

Memorial $200.00 $0.00 $TBD

Other $100.00/hour $50.00/hour $TBD

Todd Hall 40 Maximum $100.00 $0.00 $100.00

Purposes: Baby Showers, Bridal Showers, Adult Birthday Parties, Recognition Dinner,

Anniversary Celebrations, Retirement, Small Wedding Receptions, Small Funeral

Receptions

Lowman Chapel 50 Maximum $100.00 $0.00 $100.00

Purposes: Religious, Wedding and Funerals

Activity Center 350 Maximum $200.00 $0.00 $150.00

Purposes: Baby Showers, Bridal Showers, Birthdays, Recognition Dinner, Anniversary

Celebrations, Retirement, Wedding Receptions, Funeral Receptions, UM Group

Overnight Stays are based on quantity of people $50.00 for 50 maximum and $100.00 for

over 50, rates are per night.

Simon Bakery Building or Adult Ed Wing Classrooms $15.00/hour

Purposes: Community Service Organizations who are in need of meeting spaces. All

requests for this type of event must be brought before the Board of Trustees for approval.

Our church facilities are not available to individuals or businesses who will make a profit

as a direct result of using our physical plant

Facility Deposit

A deposit of $200.00 is required for all reservations for Members as well as Non-

Members


Facility Liaison

$125.00 for Members $175.00 for Non-Members

This fee is mandatory in the event of weddings and is at the discretion of the business

office for other events.

Pastoral Fee Standards

Weddings to be determined by the pastor

Funerals to be determined by the pastor

Pastor Travel Expenses: housing expenses are to be paid by the person requesting the

pastors services. Per Diem and Mileage for travel will be paid by the person requesting

the services per current IRS standards for any weddings outside Hays County.

Enrich/Prepare Pre-Marital Counseling Program Fee for Members & Non-Members

$29.95 (price subject to change with the program)

Musician Fees

To be determined by the musician, contact the office for approved musicians.

Open/Close Fee $30.00

Any group arriving or departing after 4:30 p.m. weekdays and anytime on weekends will

pay an additional fee for someone to meet them at the building and issue and walk thru

and/or receive the keys.

Sound & Visual Systems $75.00

If you need a sound system for any reason, a soloist, CD to be played, individual

speakers, etc. please notify the Business Office at the time of making reservations so we

may put you in contact with a member of our sound crew. Fees will be paid directly to

the church.

Child Care

Fee Varies According to Needs

If you need to provide childcare you must notify the Business Office at the time of making

the reservations so we may make arrangements for an authorized childcare worker.

Table & Chair Set Up and Take Down

$100.00

Table Check Out

We will loan tables, no chairs. 5 tables are designated as "loaners" they will are kept in

the garage. We will use them for all other church functions and keep them separated

when returning them to storage. Only members of the church are allowed to borrow the

tables for a church function. We will not loan them out to members for their own

personal use such as garage sales or family events.


SCHEDULING Requests for scheduling shall be completed on the Facility Application enclosed and submitted

to the Business Administrator with the minimum deposit at least 90 days before the event.

FINAL DECISION In all cases, the final decision as to granting use of a facility shall be made by the First United

Methodist Church Business Office and Senior Pastor as per guidelines in place by the Trustee

Committee.

DEPOSITS A deposit of $200 is required any time our church buildings are being used. This deposit shall

be returned to the depositor within 10 business days when the business office is satisfied that no

damage has been done to the facilities or after any damages have been adequately repaired.

The requirement of a deposit is at the discretion of the FUMC Business Office.

RESPONSIBILITY For each use of the facility, one individual over the age of 25 shall be designated as the

Responsible party. If such Responsible party is not a church member, a deposit of $200 may be

required. The responsible party shall be accountable for any damages done to the church

property during scheduled events!

WEDDING PROTOCOL Weddings can not be booked more than six months in advance. You are required to use our

Facility Liaison. At the time of booking the facility, the Business Office will notify the Facility

Liaison and that person will make contact with you. The Facility Liaison duties are limited to

the opening and closing of facilities and ensuring cleanliness and environmental conditions.

Any needs beyond those limitations will incur additional charges. The Wedding Liturgy will be

Methodist. One of our pastors will officiate the wedding ceremony and can be assisted by

another denominational pastor if requested. It is also allowable for a retired United Methodist

Church pastor or a UMC pastor from another UMC church. Requests for any other pastor to

preside or participate in the service is at the discretion of the Senior Pastor. The fee is set by

the pastor who presides over the service. ½ of the total fees is due at the time of booking and

the remaining balance is due one month prior to the wedding date.

FUNERAL PROTOCOL We prefer that one of our pastors preside over the funeral service. It is allowable for a retired

United Methodist Church pastor or a UMC pastor from another UMC church. Requests for

any other pastor to preside over the service is at the discretion of the Senior Pastor. The fee is

set by the pastor who presides over the service.

CHILDCARE POLICY In accordance with the United Methodist Church Southwest Texas Conference Child, Youth and

Adult Safety Policy the First United Methodist Church of San Marcos has adopted policies and

procedures designed to protect the Children, Youth and Adults within our congregation as well

as those using our facilities. If you will need to provide childcare for your function you must

use two of our preauthorized childcare workers. These individuals have been trained in our

policies and procedures, have had a criminal background check and have been approved by the


Austin District Office of the United Methodist Church. For a copy of our Child, Youth and

Adult Safety Policy please contact the Business Office.

KEYS The responsible party shall secure the key(s) from the church office prior to the event during

stated office hours. The responsible party must sign the "Responsible Party Guideline".

Arrangements for returning the key must be made at this time, unless a person has been

designated to open and close this facility for you and a fee paid to this person for this

responsibility.

KITCHEN Usage of the kitchen must be noted on the application. YOU ARE REQUIRED TO BRING

YOUR OWN PAPER SUPPLIES. No drinks with red coloring are to be served in any building

unless it is for communion.

SIGNAGE/BANNERS If the group is one which FUMC-SM sponsors then the group may display a banner of their

choosing in the Activity Center anywhere up high but not around the stage area. This banner

may stay up all the time but FUMC is not responsible for repair or replacement if it becomes

damaged. All other displays, banners, signs and such that are needed during their meetings

may be displayed during the meeting and must be put into storage when the meeting is not in

session. For groups that use our facilities but are not sponsored by FUMC they may display

signs for their group while they are on campus on the day of their meeting but must remove the

displays once the meeting is over.

ALCOHOL AND TOBACCO There shall be no consumption of alcohol or tobacco products of any kind on any church

property, including restrooms and kitchens.

DECORATING GUIDELINES All decorating materials shall be of a self-supporting tape. There shall be no use of nails,

screws, tacks, staples, or any other items that leave a hole. There shall be no use of tapes,

glues, flower putty, gum or other adhesive items. There shall be no use of any material which

would peel paint or leave a residue or stain on any surface. Unless, special permission is

obtained from the Business Office, all decorating and room set-up(s) and take down(s) shall be

performed the day of the event.

PHOTOGRAPHY In the event of a wedding we believe the union of a man and a woman is a sacred ceremony and

we have established guidelines for photography during the wedding ceremony. Your

photographer needs to meet with our facility liaison prior to the wedding event at the church in

order to plan for your photography wishes.

There will be no flash photography allowed during the ceremony, meaning the photographer

may take flash photos in the aisle or up front up until the point in the service that the bride

meets up with the groom and the minister. Once the vows are completed the photographer can

resume taking flash photographs. The photographers must remain behind the first columns


during the wedding ceremony. You may have unmanned tripods for video set up on the stage

and you can have manned video set up behind the columns.

REMOVAL OF CHURCH PROPERTY No church property shall be moved or removed from their location on church premises without

express written consent from the Business Office. Business Office will manage requests for

materials to be moved and will follow proper channels with the Board of Trustees.

SANCTUARY CHANCEL AREA Under no circumstances shall the following items be moved from their positions without express

written consent from the Business Office. Business Office will manage requests for materials to

be moved and will follow proper channels with the Reverend and Board of Trustees. Banners, Table Cloths, Podium Cloths

Baptismal Font

Communion Altar

Choir Risers and Chairs

Kneeling Cushions

Pulpit

Flower Tables and Urns

Cross and Candle Sticks

CANDLES Plastic runners must be used under all candles and open flame items. Safety shall be the

guiding principle and protection of surfaces from damages the foremost consideration. Only

dripless candles shall be allowed.

FIRE All users of the facilities are requested to locate all fire exits and fire extinguishers in the

building as well as the telephone.

RESTROOMS Extra paper goods are located in the Activity Center hall closet. Showers are available and

persons using the showers are responsible for their own towels and personal articles. The

Responsible Party should check the restrooms prior to leaving.

MUSICAL INSTRUMENTS The musical instruments that are in place in our facilities are not to be used by anyone without

prior authorization by the Music Director or the Business Office. These instruments are a vital

part of our music ministry and worship and if they were to be damaged it would be detrimental

to our ministries.

SOUND SYSTEM The sound systems in our facilities are not to be used by anyone other than a designated

member of our Sound Crew. If you need to use the equipment notify the Business Office at the

time you make your reservation and arrangements will be made for a member of our Sound

Crew to provide these services. This equipment is vital to our ministries and worship and if it

was to be damaged it would be detrimental.

DAMAGES The "Responsible Party" will be responsible for any damage that has occurred during usage.


PARKING Cars and other vehicles shall be parked only in regular parking places. At no time will vehicles

be allowed on any portion of the church lawn. You may park in the Church parking lot located

at the corner of Fredericksburg and Hutchison across from the HEB parking lot or you may

park in the alleyway or street as designated by the posted traffic signs.

SECURING THE BUILDINGS Due to the heavy foot traffic in downtown under no circumstances are you permitted to leave

any building unlocked and unattended for any amount of time, this is for your safety and the

safety of your group. Upon your departure the facilities MUST be left in the same condition as

it was found. All lights turned off, all windows and doors must be secured, air

conditioning/heating turned off, all garbage taken to the dumpster, all tables and chairs must be

returned to their proper place unless a fee was paid for this service.


FACILITY APPLICATION

Responsible Party applying for use:

Organization:

FUMC of San Marcos Member: Non-member: (see page 3 for membership guidelines)

Address of Responsible Party:

Contact Telephone: Email:

Date(s) Requested: Time: from until

Quantity of persons attending:

Facilities Requested:

Use of kitchen: Yes No Catered Meal: Yes No

Special Decorations: Yes No Describe

Activities Planned: Yes No Describe

Other

Please note that FUMC cannot and will not be held responsible for lost items or any injury to any individual during the

use of the church facilities whether they are scheduled or non-scheduled events or meetings. I have been provided with a

copy of the facility usage guideline/policy booklet and have read it from front to back. I do agree to abide by said rules.

__________________________________ _________________

Responsible Party Signature Date

Please return signed application and 1 copy of the responsible party guideline form with ALL FEES to the First United

Methodist Church.

Facility Use Fees:

See page 3 for membership guidelines and fee schedule

$__________Facility Usage Fee

$__________Custodial Fee (one for each facility)

$__________Pastoral Fee / Counseling Fee

$__________Facility Liaison

$__________Sound System Coordinator

$__________Child Care Fees

$__________Table & Chair Set Up and Take Down

$__________Opening / Closing Fee

$__________ Total Fees Due

Deposit, Separate Check:

$ 200.00 Deposit Amount

Business Office Use Only:

Payment Received

Deposit Received

Entered on Church Calendar

Confirmation Letter Sent to Applicant

Email Custodial Service Provider

Email Facility Liaison

Email Child Care Coordinator

Other:___________________

Completed By____________________________

RESPONSIBLE PARTY GUIDELINE FORM

I, ________________________________________ (name of person) as the responsible party for

________________________________________ (name of organization) agree to the following:

*To familiarize myself with the "FUMC of San Marcos Application Guidelines," and to raise questions about any

part of those guidelines that I do not understand.

*To ensure that the Usage Guidelines are followed by all persons present at the event for which I have been

designated the "Responsible Party."

*To be present the entire time that anyone associated with my organization is in the church facilities, whether for

the event itself or making preparations for that event.

*To be accountable for any damages incurred while I, or any person associated with my organization is on the

church premises and to notify the church office of any such damages as soon as possible.

*To notify the church office as soon as possible of any irregularities or problems with the way I find the facilities.

I understand it is my responsibility to:

Phone the FUMC office at 512-392-6001, (Monday through Friday from 8:30 AM until 4:30 PM) on the last weekday

before my arrival to confirm arrival date and time. At this time I will be given a "contact person and a phone number." I

understand that it is my responsibility to contact this person ONE HOUR before my expected arrival time at the church. I

will also contact this person if my arrival time will be delayed for whatever reason.

In case of a non 911 emergency while staying at the facility, I am to phone the following people in the order listed, if

someone does not return you call within 10 minutes continue to the next on the list:

Lydia Reynolds, Business Manager Cell 512-749-8392

Chris Secrest, Board of Trustee Chairman Cell 512-754-1227

Bill Nicholas, Church Member Cell 512-754-4935

__________________________________ ______________________________


Please make a copy of this document and retain for your records!


ARRIVAL CHECKLIST…

This form should be completed upon arrival and walk thru.

o Air Conditioner turned to a setting of 78/Air, 55/Heat (departure)

o Lights turned off

o Trash emptied into the dumpster in the alley or poly-carts outside the Activity Center in the courtyard by the

fence

o Kitchen area cleaned (counters clean, dishes washed & put away, etc)

o Refrigerators emptied – please do not leave perishable items in the kitchen

o Restrooms checked to make sure all commodes are flushed, counters are wiped down and lights are out.

o Make sure crash bar keys are in their proper places.

o Check all outside doors to insure they are locked from the outside.

o Walk thru every room to ensure no one and no things are left in the buildings

Please be appreciative and considerate by leaving the facilities as clean and orderly as possible. No food or drinks are

allowed on the grounds, food items bring ants and rodents.

Please report any damage to the facilities at the bottom of this form prior to your use or after your use.

Our facility coordinator will check to make sure all of the above was complied with and upon their decision, your deposit

check will be returned. If there was any damage to this facility, it will have to come out of your deposit. Please help us

get your deposit back in full by having all guests be responsible in the use of our facility.


Name of Person/Organization Phone #

**Failure to comply with rules may result in a loss of entire deposit.

Note any damages or problems below:


DEPARTURE CHECKLIST…

Please review and sign this form and deposit thru the ticket window of the business office along with any keys that

were checked out to you. If during business hours please take to the office and turn into the secretary or business

administrator.

o Air Conditioner turned to a setting of 78/Air, 55/Heat (upon departure)

o Lights turned off

o Trash emptied into the dumpster in the alley or poly-carts outside the Activity Center in the courtyard by the

fence

o Kitchen area cleaned (counters clean, dishes washed & put away, etc)

o Refrigerators emptied – please do not leave perishable items in the kitchen

o Restrooms checked to make sure all commodes are flushed, counters are wiped down and lights are out.

o Make sure crash bar keys are in their proper places.

o Check all outside doors to insure they are locked from the outside.

o Walk thru every room to ensure no one and no things are left in the buildings

Please be appreciative and considerate by leaving the facilities as clean and orderly as possible. No food or drinks are

allowed on the grounds, food items bring ants and rodents.

Please report any damage to the facilities at the bottom of this form prior to your use or after your use.

Our facility coordinator will check to make sure all of the above was complied with and upon their decision, your deposit

check will be returned. If there was any damage to this facility, it will have to come out of your deposit. Please help us

get your deposit back in full by having all guests be responsible in the use of our facility.


Name of Person/Organization Phone #

**Failure to comply with rules may result in a loss of entire deposit.

Note any damages or problems below:

Facilities - General Usage Guidelines · Celebrations, Retirement, Wedding Receptions, Funeral...

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